United States of America: Event Coordinator

Position Title: Event Coordinator

Hiring Manager: Cultivation Officer

Location: Boston, MA

Organizational Profile

Partners In Health (PIH) is an international health organization relentlessly committed to improving the health of the poor and marginalized. PIH partners with local governments to build local capacity and works closely with impoverished communities to deliver high-quality health care, address the root causes of illness, train providers, advance research, and advocate for global policy change.

PIH currently has implementation programs in Haiti, Rwanda, Lesotho, Liberia, Malawi, Peru, Mexico, Russia, Sierra Leone and Navajo Nation. Through our partnership with Harvard Medical School and the Brigham and Women’s Hospital, we support a wide range of programs in dozens of other countries around the world.

General Responsibilities

The Event Coordinator is an integral member of the Cultivation team within the Development department, and will take the lead managing all logistics surrounding the planning and the execution of Partners In Health’s first gala, to be held in the spring of 2018. This is a contracted, year-long position.

Specific Responsibilities

• Serve as the lynchpin between all gala committees and parties: collaborate internally with PIH’s Cultivation Officer, Stewardship Associate, gala committee, development team and communications team; collaborate externally with Stratelyst Creative, the PIH Board of Trustees gala committee, and other parties as needed.
• Ensure tight cost control over all expense items, including consultant and vendor contracts and production costs.
• Maintain master event timeline in tandem with Stratelyst Creative, ensuring that the timeline is held to and deliverables are met, holding the appropriate parties accountable to their deliverables as necessary.
• Oversee all steps of the invitation process: compiling a comprehensive invite list in tandem with appropriate parties, managing the creation and distribution of Save the Dates and invitations, tracking RSVPs, entering all invitations and RSVPs into Raiser’s Edge, and following up with invitees as necessary.
• Manage all Raiser’s Edge data entry, tracking event and program logistics, invitees, attendees, and all communications.
• Oversee the silent and live auctions from start to finish, soliciting, gathering and tracking donations from board members and other appropriate parties, preparing auction space and materials, hiring and preparing auctioneer, and ensuring auction items are delivered to winners in a timely manner.
• Proofread and edit all gala materials for external audiences.
• Act as the main point of contact for outside questions regarding the gala.
• Responsible for overseeing event logistics on the day of the event and ensuring the event runs smoothly from set up to take down.
• Administratively manage all gala follow-up as directed.

Qualifications

• Bachelor’s Degree required.
• 3+ years professional event experience.
• Strong computer skills in Raiser’s Edge, Microsoft Excel and Word required.
• Ability to work independently and take initiative. Must be a quick learner, able to multi-task and switch gears easily. Detail-oriented.
• Strong writing, copy-editing, communication and organizational skills.
• Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and to meet deadlines with attention to detail and quality.
• Demonstrated ability to work as an effective team member in a complex and fast-paced environment.
• Excellent interpersonal skills required.
• Ability to interact professionally with culturally diverse staff, clients, and consultants preferred.
• Demonstrated maturity and judgment.

Partners In Health is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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